Management Executive Secretary - (IT Background)

Position Overview

We are seeking a distinguished, technology-proficient Management Executive Secretary to provide high-level administrative support to our Chief Technology Officer (CTO) and collaborate closely with the broader C-level executive team. This is a dynamic, non-traditional role that demands a seasoned professional with a minimum of eight years of dedicated experience supporting C-suite executives. The ideal candidate will possess a deep understanding of technology and the ability to communicate effectively with technical and non-technical stakeholders alike.

In this pivotal role, you will serve as the trusted gatekeeper and primary administrative partner to the CTO, ensuring seamless operations within the executive office. Your responsibilities will extend beyond conventional administrative tasks to include strategic calendar management, high-level stakeholder coordination, and the execution of confidential executive communications. The successful candidate will thrive in a fast-paced corporate environment, demonstrating exceptional discretion, organizational prowess, and the ability to anticipate and address the needs of a technology-driven executive.

Key Responsibilities

• Strategic Calendar & Schedule Management: Proactively oversee and optimize the CTO’s complex calendar, prioritizing critical meetings, resolving scheduling conflicts, and ensuring seamless daily operations. Balance competing demands while maintaining focus on high-impact priorities.
• Executive Gatekeeping & Communication: Act as the primary point of contact for the CTO’s office, professionally managing incoming communications, including calls, emails, and visitor inquiries. Screen and filter information to ensure the executive receives only the most relevant and time-sensitive updates.
• Meeting & Board Coordination: Organize and facilitate C-level and cross-departmental meetings with precision. Prepare comprehensive agendas, compile briefing materials, draft accurate meeting minutes, and meticulously track action items to ensure timely completion.
• Travel & Logistics Management: Plan and coordinate domestic and international travel itineraries with meticulous attention to detail. Handle visa processing, flight and hotel bookings, ground transportation, and real-time adjustments to accommodate unforeseen changes.
• Document & Presentation Preparation: Draft, edit, and format professional correspondence, executive memos, reports, and high-stakes presentations. Ensure all materials adhere to corporate branding standards and are delivered with precision and clarity.
• Stakeholder Liaison: Serve as a professional intermediary between the CTO’s office, internal leadership, global partners, and external vendors. Facilitate clear and efficient communication while maintaining the highest standards of professionalism.
• Information & File Management: Maintain a highly organized, secure, and confidential digital and physical filing system for all executive-level documentation. Ensure compliance with data protection policies and corporate governance standards.

Qualifications & Requirements

• Experience: A minimum of eight years of progressive experience as an Executive Secretary or Executive Assistant, with a proven track record of exclusively supporting C-level executives such as CEOs, CFOs, CTOs, or Board Members.
• Education: A Bachelor’s degree in Business Administration, English, Office Management, or a related field is strongly preferred. Equivalent professional experience may be considered in lieu of formal education.
• Language Proficiency: Fluent written and spoken English at a boardroom level is essential. Conversational or professional proficiency in Arabic is a significant advantage for local coordination and stakeholder engagement.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and modern communication platforms. Familiarity with project management tools and executive support software is a plus.

Core Competencies

• C-Suite Diplomacy & Professionalism: Exceptional interpersonal and communication skills, with the confidence to engage with high-profile stakeholders, board members, and global partners with poise and discretion.
• Exceptional Organizational Agility: A proven ability to prioritize tasks, manage multiple deadlines, and thrive in high-pressure environments while maintaining composure and attention to detail.
• Absolute Confidentiality: A demonstrated commitment to handling sensitive, proprietary, and confidential corporate information with the utmost integrity and discretion.
• Adaptability & Proactivity: A forward-thinking mindset with the ability to anticipate needs, streamline processes, and implement solutions that enhance executive productivity and office efficiency.